Office Coordinator

Department:                       Office of Information Technology and Operations 

Employment Status:         Regular/Full-Time/Non-exempt    

About LSC: 

Established by Congress in 1974, the Legal Services Corporation (LSC) is the country’s single largest funder of civil legal aid for low-income Americans. LSC currently funds 131 independent nonprofit legal aid organizations with more than 800 offices throughout the nation. LSC’s mission is to promote equal access to justice and provide grants for high-quality civil legal assistance to low-income Americans.   

This position is based in Washington, DC, and will require working on-site in an office in DC five days each week and on weekends 1-3 times per year for large meetings or events. The successful candidate must live in the DC metropolitan area. 

BASIC FUNCTION:  

As the Office Coordinator, you will play a pivotal role in orchestrating and maintaining the seamless functioning of our organization. You will oversee a diverse range of administrative responsibilities and deliver outstanding customer service to both internal colleagues and external stakeholders. Your keen eye for detail, exceptional organizational skills, comfort with technology, and ability to handle multiple tasks concurrently will be essential to excel in this role. As the Office Coordinator, you will ensure colleagues have the right setup and resources to carry out their work. You will make sure that anyone visiting LSC has a positive and productive experience. Your contributions will be instrumental in optimizing the organization's efficiency and productivity. Your commitment to maintaining a well-organized and harmonious work environment will ensure that our team members can focus on their core responsibilities. The Office Coordinator reports to the Chief Information Officer. This position is part of a collective bargaining unit represented by the International Federation of Professional & Technical Engineers, Local 135. 

PRINCIPAL DUTIES AND RESPONSIBILITIES: 

This role provides comprehensive support in the following key areas: 

Building Ambassador for New Team Members and Visitors:  

• Prepare office space for new hires and ensure they are familiar with space management systems and applications.  
• Support the day-to-day operations and play key role in space management, including welcoming visitors and personnel to the office, and ensuring a seamless arrival and comfortable experience.
• Observe and make recommendations for improvements in how colleagues use and need meeting, hoteling, and assigned spaces.

Meeting Coordination and Scheduling: 

• Play a key role in scheduling meetings involving multiple internal and external stakeholders by identifying potential meeting dates internally, polling relevant external stakeholders, and make sound judgements on a final time and date.
• Maintain and support conference rooms and the building’s conference center, ensuring space is configured to meeting or event specifications. 
• Support public events held on and off campus, including creating and printing name tags and tent cards, refreshments, and supplies.

Mail, Shipping, and Communication Management: 

• Efficiently receive incoming mail, process into electronic form, and distribute. 
• Ensure timely dissemination of important information to internal and external recipient. 
• Arrange the timely shipment of supplies and materials to LSC's remote employees and external stakeholders. 
• Monitor and ensure timely responses to the LSC email inbox. 

Supplies and Inventory Oversight: 

• Maintain fully stocked break rooms and kitchens with refreshments and essential cleaning supplies.
• Ensure the print and copy stations are equipped with the necessary materials for seamless operations.
• Proactively identify the need for shredding, book shredding services, and communicate shredding plans to colleagues.  

Office Space and Conference Coordination: 

• Proactively provide top-notch customer service to colleagues concerning office space requirements.
• Prepare designated office spaces for new employees, maintaining cleanliness when employees depart.
• Meticulously organize and set up meeting spaces for internal and external gatherings, ensuring smooth technology integration (e.g., Zoom) and offering appropriate refreshments.

Telephone System and Call Management: 

• Effectively manage and direct incoming calls on behalf of the organization.
• Serve as the administrator of LSC’s call center system that allows callers to input their zip code and get contact information for the grant recipient that provides services in their area.  Regularly look at the data from the call center and raise trends, issues, and potential solutions with management. 

Employee Badge Administration: 

• Issue and manage employee and guest badges and key fobs. 

General: 

• Exceptional organizational acumen, capable of handling diverse responsibilities effectively.
• Outstanding written and verbal communication skills and a strong focus on delivering excellent customer service.
• Impeccable attention to detail and accuracy in handling mail and essential communications.
• Self-motivated, with the ability to work both independently and collaboratively in a team setting.
• The role occasionally requires lifting and transporting items weighing up to 50 pounds. Candidates should be comfortable performing such tasks as needed.

Technical: 

• At least two years of demonstrated experience in office coordination, administrative support, or related roles, demonstrating an innate comfort with technology and proven ability to quickly master new tech systems. 
• The role occasionally requires lifting and transporting items weighing up to 50 pounds. Candidates should be comfortable performing such tasks as needed.

Note: If you need an accommodation during the application process, please notify OHR at jobapplicant@lsc.gov.   

Diversity, Equity, and Inclusion:  

We are committed to diversity, equity, and inclusion. Our differences fuel excellence, and we strive to create an environment where every individual is valued and feels empowered to bring their full, authentic self to work. We are building a community rooted in openness and trust where colleagues have the resources to grow, thrive and fully contribute to achieving equal access to justice.   

LSC is an equal opportunity employer.